In Zapier you can create a Zap that will populate the fields on the QuoteWerks Create/Update Opportunity window from an existing linked opportunity. This article shows you how to do this using HubSpot as an example, but the process is very similar if configuring any CRM that is a part of the Zapier ecosystem.
IMPORTANT: Before you can follow the steps in this article and populate the values on the create/update opportunity window, you will first need to follow the steps in the How Do I Create Opportunities Using the Zapier Integration? article so that this window becomes available when you save a quote.
1. Log in to Zapier and create a new Zap by pressing the Create + button and selecting Zaps.
2. Click the Trigger button to select the event that starts your Zap.
3. Search for and select "QuoteWerks" as your connected app.
4. Under the "Trigger event" heading click on Choose an event and select "QuoteWerks Opportunity Fetch Requested." Click Continue.
6. Click on Test Trigger.
7. With the test complete click on Continue with selected record.
8. Select HubSpot as your connected app.
9. Under the "Action Event" heading click on Choose an event. Search for and select "Find Deal."
10. Make sure to select your HubSpot account and click Continue.
11. For "First search property name" search for and select "Deal information: Record ID." And for "First search property value" input an existing deal ID from HubSpot. This will help to populate the fields with real available data from HubSpot.
12. Click Continue, then Test Step.
13. Scroll down and under "Additional properties to retrieve" click on the up and down arrows and search for and select "Deal activity: Deal Stage." Set "Successful if no search results are found?" to "True" and "If multiple search results are found" to "Return first search result." Click Continue.
14. Click Skip Test.
15. Click on Add Step.
16. Select QuoteWerks as your connected app.
17. Under the heading "Action event" click on Choose an event and select Respond to QuoteWerks Opportunity Fetch.
18. Click Continue.
19. On the Configure step you will want to map the fields.
For HubSpot the field mapping is as follows:
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Callback Token -> Callback Token
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Opportunity: ID -> 2. ID
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Opportunity: Name -> 2. Dealname
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Opportunity: Amount -> 2. Amount
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Opportunity: Close Date -> 2. Closedate
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Opportunity: Description -> 2. Description
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Opportunity: Stage ID -> 2. Dealstage
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Opportunity: Probability -> 2. Hs Forecast Probability
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Opportunity: Owner ID -> 2. Hubspot Owner Id
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Opportunity: Forecast ID -> 2. Hs Manual Forecast Category
20. With mappings complete click on Continue.
21. Go back to 2. Find Deal - > Configure and change "First search property value" to "Existing Opportunity Id."
22. Click Continue multiple times until you get to the test step of #3 and click Publish.
You will know this is working when you go to update and existing opportunity and the picklist are populated with values from the existing deal.
